Voucher Files (Greenbar Review)

The
months of July and August is a financial encumbrance period where items
from the FY2015 budget are being closed out in payment.

Therefore, you will notice that there are two sets of voucher reports.

One set of vouchers are paid from FY2015 (CIMS) and the other set is paid from FY2016 (Visions).

When
we reach September we will no longer see two sets of voucher reports
and all reports will be from details processed in the new Visions
financial system.

The Process

While all payment vouchers and detail are a matter of public record, only the information
required to establish compliance with procurement and funding regulations is
stored in the financial system. Often the greater detail behind the specific
items and reasons for the purchase will be part of the original form record
filed in the Business Services office. One of the duties of the Governing Board
is to regularly review the purchases that have been paid and ratify them on the
consent agenda. To facilitate this responsibility the following procedure has
been established.

The Clerk is provided access to the list of payment vouchers for review on a Friday.

By the next Friday the Clerk may submit a request for research to Business Services.

Business Services will then have a week to coordinate the responses with the appropriate parties involved and provide a report.

The report will then be reviewed by the Superintendent to be included in the following Friday Board Report.

The
clerk and the rest of the Board will then have the weekend to review
the responses to be prepared to ratify the vouchers on the consent
agenda for the Board Meeting the following Tuesday

The Voucher Files

We
have organized the data into a pivot table. When you open the file you
will need to click "Enable Editing" across the top of the sheet.

The first sheet is the set of vouchers for the period summarized by fund number.

When
you click the plus sign next to the fund number the information will
expand to show you the vendors that were paid in alphabetical order.

When you expand the detail under the vendor you will see the line item descriptions behind that payment.

If
you require further detailed information go ahead and double click the
dollar amount for that line and another sheet will be created with the
information.

On that sheet you will see quantity amounts as well
as the specific account codes that tell you who it was purchased for
(UNIT) and how the item is being used (FUNCTION)

Paid thru February 2017

From this point forward, Detailed Voucher Expenditures will be made available thru the BoardDocs Library.